Thanks so much for considering Notion for your team! 🎉
We created this page to answer your questions as you explore. More best practices for using Notion are coming soon. But in the meantime, please reach out to our support team if we didn't cover something, or if there's anything else we can do to help!
- Notion's Sidebar: What makes our navigation special (particularly for teams)
- How to
- Collaboration features:
- - Fan favorites include:
pto bring up search:
/to quickly edit any element on a page (add color, turn text into bullets or to-do's, etc.):
- Lastly, by popular demand, here's how you switch on Notion's dark mode 🌗
Use cases designed for teams
Templates for most of these team use cases are available when you add a new page to your workspace and click the
- Take and collect transparent
- Maintain a Product
- Create team-wide .
- As a quick aside here, it's easy to create different database views so you only see tasks for specific projects, or even just your own tasks. To do the latter, add a filter and make sure the Assigned person property contains Me.
- Set up a
How to build a wiki
Tip: For a more in-depth tutorial on building a Team Wiki, check out our Office Hours with Bill Hamway 🎥
This is one of the most common questions we get from teams. Here's our guide for building this type of resource: . But while we have you here, there are a few reasons Notion is especially good for knowledge bases:
- We make building and customizing a team homepage like this one as easy as editing a doc:
- Our sidebar expands infinitely to give you visibility into every project, team, and even individuals' work while keeping navigation simple and streamlined:
- Your team can collaborate on the same pages in real time with comments, mentions, and discussions.
- You can set different permissions and access levels throughout your knowledge base as needed.
- Most importantly: People can do their actual work alongside your knowledge so that it's constantly revisited, useful, and never goes stale.
How to build a team task database
Give your whole team one central tool for tasks that lets you see everything that's going on, and helps everyone keep track of their own work. Here's an example:
To build your own:
- Create a new page and select
Table(it's the best place to start 👌).
- List all your ongoing and upcoming tasks in the
- Now create columns, selecting properties for each:
- Assigned - Choose the
Personproperty to quickly add members of your workspace as owners of any task.
- Status - The
Selectproperty is good for defining phases of development. "Not Started," "In Progress," and "Done" are the classics 😉
- Priority - Use
Selectto designate low, medium and high priority for any task.
- Tags - Choose the
Multi-Selectproperty to add tags that will help you find and understand your tasks quickly. You might create tags for teams (e.g. design, sales), or certain parts of your product (e.g. iOS, frontend), or types of campaigns (e.g. blog, PR, social media). It depends on your business.
- Timing - You might also choose to create columns showing
Last Edited By,
Last Edited Time. That way, you know who owns what and if a task is getting stale.
- Open any task as a full page to fill in notes, thoughts, existing work. You can add any element you want (sub-tasks, embeds, images). You can even add sub-pages to keep all the work related to that task in one place.
- View your tasks in different ways. Click
+ Add a Viewand choose to create a board, calendar, list or gallery showing the same tasks reorganized.
- Boards - Good for visibly grouping your tasks (by assigned, priority, etc.)
- Calendars - If you have dates associated with your tasks (including date ranges), you can view them plotted out on an actual calendar.
- Lists - A minimalist way to view your tasks without much clutter.
- Galleries - Helpful for showcasing images stored in your database.
- Filters/Sorts - You can also create a new view by filtering/sorting tasks by certain criteria (i.e. see only marketing tasks, or only tasks assigned to Edgar).
- Toggle between views any time using the same dropdown menu. Once you've created a view,
+ Add a Viewwill be replaced by the name of your current view. Here's both that toggle menu and how you can create a new view:
- Put different views on the same page. Let's say you want to see multiple views of your database side by side. You don't have to create them from scratch.
- In a new page, type
/linkedto add a
- This will bring up a list of all the databases in your workspace. Choose the one you want and it will pop up in-line.
- Now you can filter this view any way you want. Hover over your database and click
•••to filter. For example, you can create separate linked databases filtered by who's assigned. Create as many as you want on the page.
- Customize any view by clicking
Propertiesat the top and toggling on and off what properties you want to have visible for any task.
- For example, you can have tags and assigned people appear directly on the cards on any board you make.
- Anyone on your team can see just their own tasks. To do this:
- Create a new view called "Mine" or "My Tasks."
- Create a filter so that the
Contains— and then choose
Select a Persondropdown.
- You can lock your database so that properties and views remain consistent and canonical for everyone on your team. Click
•••in the upper right corner, then
Much more information on building databases here:
Advanced permissions for teams
In Notion, you can set very granular permissions for people and teams throughout your organization. It's easy to make documents and databases visible for some people but not others, and to set edit-only, comment-only, and read-only access levels on an individual or group basis. Get the full deep dive on how to set up your permissions here →
Anything to do before removing members & off-boarding?
There's a few things to note when you remove someone from a shared workspace:
- Any pages they created in the
Sharedsection of the sidebar will remain in the workspace.
- If there are any pages where Workspace Access = Can Read or Can Comment, and they're the only person with edit access, no one will be able to edit the page after they're removed. Make sure to invite another admin with edit access first.
- Our support team can help if this happens! Just send us a quick note to firstname.lastname@example.org and we'd be happy to restore permissions for you.
- Any pages in the
Privatesection of their sidebar will be lost when you remove them. Make sure they have their private content backed up elsewhere!
- Before removing a member, they can use the
Invite a Personbutton in the Share menu to share their private pages with their personal email address.
- They can also use the
Move tobutton in the
•••next to a private page's name in the sidebar to move to a different workspace.
- They can also export their private pages as Markdown, HTML, CSV or PDF to migrate to a different tool.
- You can restore access to these private pages by re-inviting that person to the workspace.
Notion's Guides & FAQs
Here are all of our guides. We hope they answer many of your questions.
Advice from our community 🙌
We're fortunate to have a vibrant and engaged community that loves Notion. And, incidentally, many of these folks have created how-to and help resources about the product. Here are some of our favorites:
- Your First Day with Notion - 15 minute beginners video from the kind people at Keep Productive.
- Notion Tips, Guides & Resources - Also from Keep Productive, with links to our unofficial Facebook group, power users on Twitter, and more articles.
- Notion Pages - Examples and screenshots of what others are building in Notion all in one place.
How much will Notion cost for my team?
You can see our full pricing page here. But let's get into specifics about teams.
- Monthly- $10/member/month, paid monthly
- Annual- $8/member/month, paid upfront
- Monthly- $25/member/month, paid monthly
- Annual- $20/member/month, paid upfront
- You're charged at the beginning of whatever period you've selected.
- Our plans also charge per workspace. This means that if the same person is in two different workspaces, you'll be charged for that seat twice.
- Some quick example math: If you have 2 separate workspaces with 4 people in each on a monthly team plan, that would be $10 x 8 members = $80/month.
- Please note: Multiple workspaces often aren't necessary. Our Community & Support team is always up to help you problem solve and figure out how to use pages and permissions in one workspace to achieve the same goals. Just send us a note, and we'll help you figure it out.
What's the difference between the Team & Enterprise Plans?
Our Enterprise Plan is designed for entire organizations that have multiple teams and require a more advanced feature set. Here's a few features that are included in our Enterprise Plan:
- Manage employee access at scale with SAML SSO. More on that here →
- Access version history of any page indefinitely, not just 30 days.
- Dedicated Customer Success Manager (for 100+ seats)
- Export all of your Notion content at once as PDF (helpful for legal or compliance backups).
- Access to all upcoming features.
If you're interested in using Notion company-wide, we'd love to chat about how this plan might work for you. Contact sales to learn more →
For most customers, though — particularly if you don't need unlimited revision history — we suggest our Team Plan. We'd hate to see you pay for more than you need, and the plan's features easily adapt to whole company use. They include:
- Unlimited members in your workspace
- Unlimited file uploads
- Advanced sharing options
- Admin controls
- Priority support
- Version history of any page for 30 days
Much more on plans & pricing, including FAQs here.
How can I pay for Notion?
We accept debit cards, credit cards, and ACH/bank transfer.
Do you offer discounts?
Yes and no. When you choose an annual plan over monthly, you pay about 20% less.
We also offer $1,000 USD of credit towards a Team Plan to startups working with one of our incubator & accelerator partners. Learn more & submit an application here →
Other than that, we don't offer other discounts or promotions.
What if I change our # of seats mid billing cycle?
Whether you've chosen a monthly or annual billing cycle, we revise how much you're charged on a monthly basis if your number of seats has changed. What this means: If you added seats in the middle of your billing period, we'll look at the percentage of time left in that period and prorate what we're charging you based on that (you'll see the increase at the month mark - i.e. the day of the month you initially signed up). If you subtracted seats, we'll add a prorated amount of credit to your account that'll get applied to your next billing cycle (either at the start of the next month or the next year). Note: we do not offer refunds, only credits.
If you have any questions about what you've been charged, please reach out to us. We want to make sure you always feel comfortable with your bill! 😊
What is Notion's security like?
In terms of data safety, we use SSL everywhere, run 100% on AWS behind a VPC (based in U.S. West, Oregon), with the database encrypted at rest. We are encrypted at rest and in transit, but not end-to-end, as end-to-end encryption would make features like full text search very tricky. Our team follows thorough security protocols, and Cloudtrail is turned on at all times. On top of that, we've passed security audits run by large companies like Pixar and Slack.
Who owns the data I put in Notion?
Can Notion access our data?
A small number of employees on our support and engineering teams have the ability to access your data, but only in instances when they are required to respond to user issues and fix technical errors. Everyone at Notion is legally mandated to keep user data 100% private. If you wish to opt out of data collection, please send us an email at email@example.com, or install a browser analytics blocker plug-in (e.g. Ghostery).
Where can I find your Terms of Service?
What does your uptime look like?
Notion hasn't experienced any significant downtime in the last year. Our service availability is 99.9%+. When we update the software every 2-4 weeks, backward compatibility is always respected.
Do you sign SLAs?
We do not sign service level agreements.
Look at it this way, it's in our best interest to keep all our users up and running because we want to constantly and continually build trust. When we work with you, building your trust is our top goal, and delivering total reliability is a mandatory part of this.
Does Notion have an API?
Our API is currently being tested in private beta. We're aiming to launch a public beta in Spring 2021! If you’re a developer who’d like to get an early peek in exchange for your feedback, we’d love to get to know you — sign up here.
How can I request features?
Our Community & Support team is always interested to hear what you'd like to see added to Notion. Send us an email or click the
?at the bottom right of your app to send us a message with your feature request. We tag every incoming ask so that your votes get added to our roadmap.
Why should my team download the mobile app?
The mobile app lets everyone take Notion with them wherever they go, making it easier to collaborate and access their work at any time from anywhere. They'll also receive push notifications whenever they're mentioned, assigned a task, or asked a question in comments — making it easier for them to stay updated and engage when they're needed most. Teams that use Notion successfully say that going mobile has made all the difference.
What are the benefits of the desktop app?
Notion on desktop removes the distractions of your browser, making it easier to focus on the task at hand — particularly our minimalist writing experience. You can also turn on desktop notifications so you never miss a mention, assignment or comment relevant to your work.
Who are some of your customers?
We currently work with teams at:
To learn more about how companies like these use Notion, see our case studies at notion.so/customers.
How are other teams using Notion?
We've seen some pretty cool and creative examples of companies using Notion lately, including:
- Notion Tips and Hacks from Holloway Guides (a good peek into how they use Notion)
Notion, Maker of Collaboration Software, Raises $50 Million
While many start-ups grapple with the fallout from the pandemic, this San Francisco company raised more cash to survive. SAN FRANCISCO - The spread of the coronavirus has meant feast or famine for technology start-ups. While many are cutting staff and slashing costs as they reel from the outbreak's fallout, others have experienced a surge in demand.
This enterprise software startup has VCs literally knocking on its doors to invest, but for now, it's not interested
Notion is an "all-in-one workplace" that acts as a replacement for docs, wikis, task management tools, and databases. And according to a recent tweet by First Round Capital's Josh Kopelman, Notion is one of the most sought after investments in Silicon Valley.
The Only App You Need for Work-Life Productivity
Notion combines the best of spreadsheets, notes and tasks into the ultimate productivity tool, writes David Pierce.
Notion's new web clipper makes it a powerful competitor to Evernote
In the years since Evernote cratered, ambitious note-takers have been searching for an app that matches its utility, speed, and ease of use. Some ambition would be nice, too - a sense that the developer will go beyond the simple text notes and tables that are possible today and invent new ways to make us more creative and productive.
Didn't find what you were looking for? Check out our full guides.
You can also message us in your app by clicking the
?at the bottom right corner!